Quality assurance and safety of new technologies for radiation oncology

An Investigation of Radiation Treatment Learning Opportunities in Relation to the Radiation Oncology Electronic Medical Record: A Single Institution Experience

Purpose

A modern radiation oncology electronic medical record (RO-EMR) system represents a sophisticated human-computer interface with the potential to reduce human driven errors and improve patient safety. As the RO-EMR becomes an integral part of clinical processes, it may be advantageous to analyze learning opportunities (LO) based on their relationship with the RO-EMR. This work reviews one institution's documented LO to: (1) study their relationship with the RO-EMR workflow, (2) identify best opportunities to improve RO-EMR workflow design, and (3) identify current RO-EMR workflow challenges.

Methods and Materials

Internal LO reports for an 11-year contiguous period were categorized by their relationship to the RO-EMR. We also identify the specific components of the RO-EMR used or involved in each LO. Additionally, contributing factor categories from the ASTRO/AAPM sponsored Radiation Oncology Incident Learning System's (RO-ILS) nomenclature was used to characterize LO directly linked to the RO-EMR.

Results

A total of 163 LO from the 11-year period were reviewed and analyzed. Most (77.2%) LO involved the RO-EMR in some way. The majority of the LO were the results of human/manual operations. The most common RO-EMR components involved in the studied LO were documentation related to patient setup, treatment session schedule functionality, RO-EMR used as a communication/note-delivery tool, and issues with treatment accessories. Most of the LO had staff lack of attention and policy not followed as 2 of the highest occurring contributing factors.

Conclusions

We found that the majority of LO were related to RO-EMR workflow processes. The high-risk areas were related to manual data entry or manual treatment execution. An evaluation of LO as a function of their relationship with the RO-EMR allowed for opportunities for improvement. In addition to regular radiation oncology quality improvement review and policy update, automated functions in RO-EMR remain highly desirable.

Delivery verification in sequential and helical tomotherapy

Conformal and conformal avoidance radiation therapy are new therapeutic techniques that are generally characterized by high dose gradients. The success of this kind of treatment relies on quality assurance procedures in order to verify the delivery of the treatment. A delivery verification technique should consider quality assurance procedures for patient positioning and radiation delivery verification. A methodology for radiation delivery verification was developed and tested with our tomotherapy workbench. The procedure was investigated for two cases. The first treatment using a torus-shaped target was optimized for 72 beam directions and sequentially delivered as a single slice to a 33 cm diameter cylinder of homogeneous solid water. For the second treatment, a random pattern of energy fluence was helically delivered for two slices to a 9.0 cm diameter phantom containing inhomogeneities. The presented process provides the energy fluence (or a related quantity) delivered through the multileaf collimator (MLC) using the signal measured at the exit detector during the treatment delivery. As this information is created for every pulse of the accelerator, the energy fluence and state for each MLC leaf were verified on a pulse-by-pulse basis. The pulse-by-pulse results were averaged to obtain projection-by-projection information to allow for a comparison with the planned delivery. The errors between the planned and delivered energy fluences were concentrated between +/-2.0%, with none beyond +/-3.5%. In addition to accurately achieving radiation delivery verification, the process is fast, which could translate to radiation delivery verification in real time. This technique can also be extended to reconstruct the dose actually deposited in the patient or phantom (dose reconstruction).